Tenant Coordinator

6 days ago

San Francisco, California, United States Ascend Full time
Job Description

**Job Summary**

The Tenant Coordinator will play a crucial role in supporting the property management team at Ascend Talent Solutions. This position requires excellent customer service skills, attention to detail, and the ability to prioritize tasks effectively.

Key Responsibilities:

  • Administrative Support: Provide direct administrative support to the Director, Operations (Account Manager), Chief Engineer (CE), and tenants as needed.
  • Service Request Management: Serve as the main point of contact (POC) for service requests from tenants, ensuring timely resolution and execution.
  • Certificate of Insurance Management: Verify that 100% of the Certificate of Insurance (COI) for tenants and contractors are accurate and in compliance with standards.
  • Reception and Lobby Maintenance: Ensure the overall cleanliness of the reception, lobby, and applicable work area.
  • Management Audits and Record-Keeping: Assist in management audits and prepare all files and records in preparation for the audit.
  • Communication and Correspondence: Prepare and send all in and outgoing mail and packages, as well as internal and external correspondence.
  • File Management: Create, maintain, review, purge, and forward files to appropriate storage locations in accordance with company record retention policy.
  • Vendor and Customer Management: Update and file all documents for vendors and customers, ensuring that contract and lease administration files are accurate and up-to-date.
  • Contact Database Management: Maintain and update employee, clients, and customer contact databases.
  • Departmental Meetings and Travel Arrangements: Organize departmental meetings and travel arrangements.
  • Insurance Compliance and Risk Management: Enforce compliance with insurance requirements among tenants, contractors, vendors, and suppliers, documenting incidents of potential liability to property and equipment.
  • New Tenant Welcome and Orientation: Manage the new tenant welcome and orientation program.
  • Property Manuals and Guides: Revise and distribute updated property manuals (as needed) within the portfolio, with the assistance of the property team members.
  • Ad Hoc Administrative Requests: Perform ad hoc administrative requests as needed.
  • Accounts Receivable Management: Process all aspects of accounts receivable.
  • Vendor Management: Obtain completed W-9 forms from all vendors.
  • Cost Reduction and Negotiation: Initiate cost reduction programs relative to office supplies, equipment, and furnishings, and negotiate office equipment leases and maintenance agreements.
  • Equipment Maintenance and Tracking: Coordinate timely repair and maintenance of office equipment, tracking budget line items relating to administrative account purchases.
  • Manual Adjustment and Billing: Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are processed correctly on a monthly basis.
  • Utility Management: Ensure engineers take monthly readings from electric meters for tenants with supplemental units, entering data on tracking spreadsheets, calculating what is owed, billing tenants, and adding charges to monthly manual adjustments.
  • Invoice Preparation and Distribution: Prepare invoices to be billed back to clients and send them out accordingly for payment.

Requirements:

  • Experience: 2+ years of previous Coordinator experience, with commercial real estate experience a plus.
  • Technical Skills: Highly proficient in Microsoft Word, Excel, and Outlook.
  • Personal Qualities: Professional, reliable, flexible, and have a positive, can-do attitude.
  • Communication Skills: Excellent attention to detail, strong customer service skills, and ability to prioritize tasks effectively.
  • Proactivity: Proactive attitude and willingness to take on additional responsibilities and assist with other team members' projects.
  • Interest in Real Estate: Interest in real estate.

Education:

  • Bachelor's Degree: Bachelor's degree and similar work experience.

Benefits:

  • PTO, PST, Medical, Dental, and Vision: PTO, PST, Medical, Dental, and Vision benefits.

Compensation:

  • Hourly Rate: $22 - $25 hourly.

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